The Volunteer Coordinator helps all MSC Board Members, event coordinators and other coordinators to get parent volunteers to help them out, and helps parents figure out where they can be of assistance.  Interested in this job? Email the current Volunteer Coordinator!

 

Responsibilities

• Communicate early and often with the MSC Cabinet and all coordinators to determine the level of help they need in the coming year.
• Receive, verify, consolidate the individual team rosters and publish them as the Big List of Volunteers for use by Club coordinators.
• For any open Coordinator slots, work with the Board and the Team Volunteer Coordinators to solicit volunteers.
• For planned events, get dates and what help is needed from the relevant Event Coordinators and work with the Team Volunteer Coordinators to find parents to help.
• Create tracking method for parents to report the hours they have worked for the Club (note: the teams'  "Magnificent 7" don't report hours (Coach, Active Assistant Coach, Ref, Manager, Volunteer Coordinator, Field Rep and PCA Coordinator).
• Widen the pool of folks updating these "how to" pages in the MSC Wiki to keep volunteer information current, clear and useful.

 

Time Commitment

Varies.  In a high-effort year, like one where a new system is put in place or website completely reworked, can be as much as 500 hours in a year. This is a key position for Montclair Soccer, and as such is more than the usual 6-8 hour commitment asked of each family. (But it's immensely satisfying for the time expended!)

 

Required Experience / Skill Set

Skills: Leadership, organization and communication skills are a must. General online universe comfort, including designing & creating surveys; data uploads/download into and out of various systems; data analysis with Excel or other tools; careful use of sPortability or other mass-email tool for soliciting help; and prudent email use. There can be a lot of email if you are not careful with how you do things.

 

Experience: Several years of parent participation in MSC would be a useful prelude to this position, but it's not required.

 

Schedule

Most of the recruiting / coordinating / "managing" effort is needed between March and August. Between August and December the effort is spent on coordinating team volunteer contacts, collecting, analyzing and reporting volunteer hours. These areas are ready to be shared among a team of other helpers.

This position should plan on attending most board meetings.

 

Location

Wherever you have a computer, Internet access and time.

 

Minimum Term

At least 2 years to be able to see your efforts blossom into improvements for the Club.

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Identify the Needs

• Beginning in January or February, work with the Board to identify any openings in the Directory positions - coordinators of any sort.
• Ask all coordinators to identify events planned for the coming year and the number and type of volunteers needed to assist with the events.
• Coordinate with returning Team Volunteer Coordinators even before Registration to be sure they have the tools and information they need to help their teams develop their volunteer plan.
• Update the Team Volunteer Roster (spreadsheet or other mechanism) to be ready for the new year.

 

Fill them

• Help each team's Team Volunteer Coordinator complete and submit their team volunteer roster in order to get a practice time.
• Work with the Board folks who oversee events and areas of effort, named coordinators and Team Volunteer Coordinators to line up volunteers for all areas.
• Be sure that those who lead an effort update this wiki with results, lessons learned and new detailed instructions.

 

Track Hours Worked by Parents (a perfect job for a Data Analyst)

• After teams are formed, obtain the list of teams with coach names
• Using that list, create a new Survey Monkey survey so that families can self-report their hours. (Copy last year's survey - that is the easiest way.)  The survey must collect the following data at a minimum:
  • respondent's first & last name
  • respondent's email address
  • Age Group and gender of player
  • Child's team (selected from list of values) - NOTE: Since the requirement is per family, parents should just report their hours against one child's team.
  • For events - 
    • Date of volunteer event worked
    • Name of volunteer event worked
    • Number of hours worked
  • For ongoing coordinator or liaison positions - 
    • Position held
    • Number of hours worked

• Launch the survey as soon as feasible.
• Notify webmaster and place the survey's link in the newsletter and on the MSC wiki so that parents can find it.
• Engage the Volunteer Reporting Analyst to begin reporting hours. That procedure is detailed here.
• Publicize this information on the wiki and notify the team volunteer coordinators so that he/she can work with the families to be sure the 6 hour minimum will be worked for each player's family.
• As needed after that, collect results from the survey and publish so that families and teams can see where they are and can sign up for more if needed.

 

Tools

There are quite a few key documents. Some are stored in Google Documents; they are all shared with many MSC leaders, and their ownership can be transferred.

 

Google Spreadsheets are also key, and are similarly shared. Their ownership cannot (yet) be transferred, but that’s not important at this point. They include:

 

• Team Volunteer Rosters
• The Big List of Volunteers (a merging of the Team Volunteer Rosters)
• The Coaches List, including whether or not their rosters were submitted and when.

 

The spreadsheet that can be used to "pivot" the hours by volunteer is stored here on the wiki.

 

The survey in SurveyMonkey that collects volunteer hours can be copied & re-used from year to year. The MSC Webmaster has the account details.

 

Small Print

Any team may be exempt from submitting its roster to the Volunteer Coordinator as a prerequisite to receiving a practice field assignment upon the identification of extenuating circumstances by a member of the Board. The Volunteer Coordinator will designate this team's volunteer roster submission status as "n/a" in the Coaches List, and the Practice Coordinator may then release field assignments.